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CC - Award of a Construction Contract to CT&T Concrete Paving, Inc., as the Lowest Responsive and Responsible Bidder, for the Sidewalk Barrier & Removal Project, PS-011, CDBG #601788-16 in an Amount Not-to-Exceed $205,712 ($178,880 Plus $26,832 in Contingency Authority).
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Meeting Date: December 12, 2016
Contact Person/Dept: Christopher Evans/Public Works
Phone Number: 310-253-5621
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/07/16); All bidders (via email)
Department Approval: Charles D. Herbertson (12/01/16)
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RECOMMENDATION
Staff recommends the City Council award a construction contract to CT&T Concrete Paving, Inc. (CT&T), as the lowest responsive and responsible bidder, in an amount not-to-exceed $205,712.00 ($178,880 Plus $26,832.00 in contingency authority) for the construction of the Sidewalk Barrier & Removal Project, PS-011, CDBG #601788-16 (Project).
BACKGROUND
On December 14, 2015, the City Council approved the use of Fiscal Year 2016/2017 Community Development Block Grant (CDBG) funds, as recommended by the City’s CDBG Advisory Committee, for the removal of physical barriers by repairing sidewalks that are non-compliant with American with Disability Act (ADA) standards.
The Project proposes to remove and replace approximately 10,000 square feet of sidewalks on the streets identified below:
• McConnell Blvd (Washington Blvd to Maxella Ave.)
• Glencoe Ave. (Washington Blvd to Zanja St.)
• Sawtelle Ave. (Washington Blvd. to Washington Pl.)
• Lincoln Ave. (Culver Blvd. to Farragut Dr.)
• Adams Blvd. (Washington Blvd. to Fairfax Ave.)
• Stever St. (Overland Ave. to Kinston Ave.)
• Kinston Ave., (Galvin St. to Jefferson Ave.)
Because the City Arborist has determined that root pruning will compromise the root structure and stability of the trees adjacent to the Project, up to 17 street trees may need to be removed and replaced as part of this Project. A new street tree will be planted in each of their places in accordance with the City’s Urban Forest Master Plan. Pursuant to Culver City Municipal Code Section 9.08.220 (Director-Initiated Removal of Trees in Street Medians and Parkways; Notice and Objections), residents and businesses adjacent to and on the opposite side of the street from the proposed tree removals will be notified at least 10 days prior to the date scheduled for removal of the tree. Persons receiving notice may file a written objection with the City Clerk at least three days prior to the date scheduled for removal of the tree, in accordance with the procedures set forth in CCMC Section 9.08.220.C. Depending on the number of objections received, street tree removal may be reduced prior to start of work. After considering such objections, in the event it is determined that the tree will nevertheless need to be removed, then such objections will be heard by the City Council at a regularly scheduled public meeting, pursuant to CCMC Section 9.08.220.D. However, in order for the City Council to overturn the decision to remove a tree, it must find such decision was based on an error in fact or dispute the findings that were the basis of the Public Works Director’s decision (CCMC Section 9.08.220.D). It should also be noted that, pursuant to CCMC Section 9.08.220.E, in any case where the Public Works Director determines that a tree poses a manifest public danger and its removal is an immediate necessity, the notice and objection provisions, discussed above, shall not apply.
DISCUSSION
On October 24, 2016, the City Council approved the plans and specifications and authorized the publication of a Notice Inviting Bids for the Project. On November 17, 2016, the City Clerk’s Office staff publicly opened the bids. Three (3) contractors responded with the following bid amounts:
Contractor Bid Amount
CT&T $178,880.00
CJ Construction $193,300.00
Ayus & Co, Inc. $230,637.00
Staff reviewed the bid proposal of the apparent lowest bidder, CT&T and found the bid documents responsive and complete. Its bid bond, contractor’s license, and worker’s compensation insurance were reviewed and met City requirements. Therefore, staff recommends awarding the construction contract to CT&T, as the lowest responsive and responsible bidder, for the construction of the Sidewalk Barrier & Removal Project, PS-011, CDBG #601788-16.
Should the City Council award the contract, the construction project will begin in January 2017 and is anticipated to be substantially completed by mid-March 2017.
Engineering Division staff will perform construction management and inspection.
FISCAL ANALYSIS
Funds are available to construct the Project in the following accounts:
Estimated Project Expenses
CT&T Construction Contract $178,880
15% Contingency
$26,832
Total: $205,712
Available Funds
CDBG Funds 42880000.PZ955 : $162,255
Capital Impr. 42080000.PZ428: $43,457
Total: $205,712
Staff is requesting 15% Contingency Authority rather than the typical 10% to allow adding work that may arise during the performance of the Project, at the contactor’s quoted rates.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Award a contract to CT&T Concrete Paving, Inc., as the lowest responsive and responsible bidder, for the Sidewalk Barrier & Removal Project, PS-011, CDBG #601788-16, based on its bid; and,
2. Authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $26,832.00, if necessary; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.